Privacy & Cookie Policy

PRIVACY & COOKIE POLICY

Last updated: 10 October 2026

This policy explains how Ology Kids Casting Limited ("Ology", "we", "us", "our") collects, uses, shares and protects personal information when you use our website at ologykidscasting.com (and ology.family), apply to join the agency, use the parent login area, use the Ology App, or otherwise work with us.

Because we represent children, much of the information we hold is about children and is provided by their parents or legal guardians. We take that responsibility very seriously.

1. WHO WE ARE (DATA CONTROLLER)

Ology Kids Casting Limited is the data controller for the personal information described in this policy.

Company: Ology Kids Casting Limited, registered in England and Wales, company number 11187173
Registered office: Ellerbrook, Sandy Lane, Lathom, Ormskirk, England, L40 5TU
Email: info@ologykidscasting.com
Telephone: +44 1695 228212
ICO registration number: ZA322393

If you have any questions about this policy or how we use your information, please email privacy@ologykidscasting.com or info@ologykidscasting.com.

2. THE INFORMATION WE COLLECT

About parents and guardians:

Full name, postal address, email address and telephone number(s)
Your relationship to the child and confirmation that you have parental responsibility
Login details for the parent area and the Ology App (your password is stored only in encrypted/hashed form)
Bank or payment details where we need to pay you or take a payment
Messages and correspondence with us

About children we represent or who apply to us:

Full name, date of birth, age and gender
Photographs, video and voice recordings (including showreels, self-tapes and voiceover samples)
Physical measurements and sizes (for example height, chest, waist, shoe size and clothing size)
Appearance details used for casting (for example hair and eye colour)
Skills, experience, availability and location
School and term-time information where it is needed for child performance licences
Health, medical, allergy or access information only where you give it to us so that a job can be carried out safely. This is special category data, and we handle it with extra care.

About clients, casting directors and other visitors:

Name, company, contact details and the details of your casting or booking enquiry
Lightbox/shortlist selections you make on our search pages

Collected automatically when you use the website:

IP address, browser type and device information, pages requested and the time of access, which our web servers record in standard server logs for security and troubleshooting
The cookies described in section 9

3. HOW WE USE YOUR INFORMATION AND OUR LAWFUL BASES

What we use it for	Lawful basis under UK GDPR
Assessing applications to join the agency	Steps taken at your request before entering into a contract; legitimate interests
Representing your child: promoting them to clients, putting them forward for castings, arranging bookings, and managing jobs and payments	Performance of our contract with you
Showing your child's profile (photos, measurements and casting details) to clients and casting directors via our search pages and portfolios	Performance of our contract with you; consent for any public-facing use
Applying for child performance licences and meeting chaperone and safeguarding requirements	Legal obligation
Running the parent login area and the Ology App	Performance of our contract with you
Handling health or medical information you provide	Your explicit consent, and/or where it is needed to protect a child's vital interests
Keeping accounts and business records	Legal obligation
Sending agency news and newsletters	Consent (you can unsubscribe at any time) or legitimate interests for existing clients
Keeping the website and our systems secure and working properly	Legitimate interests

We will never use your child's images or details for a purpose you have not agreed to.

4. CHILDREN'S INFORMATION

We only accept applications and information about a child from a parent or legal guardian with parental responsibility.
Contact details for parents are never shown publicly or in client-facing profiles.
Children can exercise their own data protection rights once they are old enough to understand them (usually from about age 12). Until then, a parent or guardian can exercise those rights on their behalf.
Our staff and chaperones follow our safeguarding procedures when handling children's information.

5. THE OLOGY APP (IPHONE)

This section explains how our app uses personal information. The rest of this policy also applies to the app.

Parent login: You sign in with the same parent account you use on our website. Your login details are used only to confirm who you are and to show you the information for your own children.
Child measurements and details: Through the app you can view and update your child's measurements and sizes (for example height, chest, waist, shoe size and clothing size) and other profile details. Any updates go directly to our agency records so that we can put your child forward accurately.
Downloads and files: The app lets you view and download files we make available to you, such as photographs, contracts, call sheets or other documents. Any files you download are stored on your own device, and you are responsible for keeping that device secure.
No third-party analytics or advertising: The app does not contain advertising, advertising identifiers, or third-party analytics or tracking tools. We do not track you across other apps or websites, and we do not sell or share app data for marketing.
Where the data is kept: Information you see or update in the app is held on Ology's own systems: our web servers and our agency database (Podio), together with our secure file storage. It is not passed to any other third party for its own use.
Device permissions: The app will only ask for device permissions it needs (for example, permission to save a downloaded file or photo), and you can change these in your iPhone settings at any time.
Security: Data moving between the app and our systems is encrypted in transit (HTTPS). You can log out at any time, and you can ask us to close your account.
Deleting your account: You can ask us to delete your parent account and your child's data by emailing info@ologykidscasting.com.

6. WHO WE SHARE INFORMATION WITH

We do not sell, rent or trade your personal information. We share it only where we need to:

Clients, casting directors, production companies and brands: we share your child's profile (photos, measurements, age and relevant skills) when putting them forward for or confirming a job, and further details (such as name and licence information) once they are booked.
Local authorities: we share the details needed to apply for child performance licences.
Chaperones and on-set staff: we share the information they need to look after your child safely.
Service providers who process data for us, under contract and only on our instructions, including:
Podio (Citrix/Progress) – our agency database and records
Amazon Web Services (AWS S3) – secure storage for photos and files
Garchi CMS – the content management system for our website's public pages (it does not hold parent or child records)
Our website hosting provider
Our email provider (Google Workspace)
Our accountants, banks and payment providers
Authorities, where we are legally required to share information, or where it is needed to protect a child.

7. INTERNATIONAL TRANSFERS

Some of our service providers store data outside the UK (for example in the European Economic Area or the United States). Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or the UK–US "Data Bridge".

8. HOW LONG WE KEEP INFORMATION

We only keep personal information for as long as we need it for the purposes described in this policy. How long that is depends on:

whether we still represent your child, or are still considering an application;
whether we need the information to deal with queries, licensing or follow-up about jobs your child has done, such as repeat usage of an advert;
legal, regulatory, tax and accounting requirements, including the record-keeping rules for employment agencies, child performance licensing, and HMRC and Companies Act rules for financial records; and
whether we may need the information to establish, bring or defend a legal claim.

When we no longer need information, we securely delete it or anonymise it. When representation ends, we remove your child's profile and photos from our client-facing search. Newsletter details are kept until you unsubscribe.

9. COOKIES

Our website uses only the cookies it needs to work:

Cookie	Purpose	Duration
laravel_session	Keeps you signed in and remembers your session (for example the parent area and lightboxes)	Up to 10 hours
XSRF-TOKEN	Security: protects forms against cross-site request forgery	Up to 10 hours

These are strictly necessary cookies, so under the Privacy and Electronic Communications Regulations (PECR) they do not need your consent. We do not currently use analytics, advertising or tracking cookies. If we add any in the future, we will update this policy and ask for your consent first.

Our pages load some components (such as fonts and icons) from third-party content delivery networks, for example cdnjs and unpkg. Those providers may see your IP address when your browser requests these files. Embedded or linked social media (Instagram, X, YouTube) is covered by those platforms' own privacy policies.

You can block or delete cookies in your browser settings, but parts of the site (such as logging in) will not work without them.

10. EMAIL NEWSLETTERS

If you subscribe to our newsletter, we use your email address to send agency news. Our emails may contain standard tracking, such as whether an email was opened or a link was clicked, which helps us improve future emails. You can unsubscribe at any time using the link at the bottom of every email, or by emailing info@ologykidscasting.com.

11. SECURITY

We use appropriate technical and organisational measures to protect personal information, including encrypted (HTTPS) connections, password-protected and access-controlled systems, hashed passwords, and access on a need-to-know basis for staff. No system is completely secure. If a breach affects your information and is likely to put you at risk, we will tell you and, where required, the ICO.

12. YOUR RIGHTS

Under UK data protection law, you have the right to:

access the personal information we hold about you or your child (a "subject access request")
rectify inaccurate or incomplete information
erase your information ("right to be forgotten"), where applicable
restrict how we use your information
object to processing based on legitimate interests, and to direct marketing at any time
data portability: receive the information you provided in a commonly used format
withdraw consent at any time, where we rely on consent (this does not affect anything we did before you withdrew it)

To exercise any of these rights, email info@ologykidscasting.com or write to us at the address in section 1. We may need to confirm your identity first. We will respond within one month, and there is normally no charge.

13. LINKS TO OTHER WEBSITES AND SOCIAL MEDIA

Our website links to other websites and to our social media pages (Instagram, X and YouTube @ologyuk). We are not responsible for the privacy practices of other sites, so please read their privacy policies. We will never ask for sensitive personal information through social media. Please contact us by email or telephone instead.

14. COMPLAINTS

If you are unhappy with how we have handled your information, please contact us first at info@ologykidscasting.com so we can try to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

15. CHANGES TO THIS POLICY

We may update this policy from time to time, for example when we launch new services such as the Ology App. The latest version will always be on this page, with the date at the top. If we make significant changes, we will let registered parents know by email.